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Home My WebLink About2018-05-21 - Minutes -Fayetteville Advertising and Promotion Commission Minutes from May 2018 Meeting May 21, 2018 Commissioners Present: Matthew Petty, Chair; Matt Behrend; Adella Gray; Robert Rhoads; Ching Mong; Todd Martin; Chrissy Sanderson Staff Present: Molly Rawn, Sally Fisher, Hazel Hernandez Presenters: Steve Clark, Fayetteville Chamber of Commerce; Mike Sells, Sells Agency; Vince Chadick, Quattlebaum, Grooms and Tull I. Call to Order Chairman Matthew Petty called the meeting of the Fayetteville Advertising and Promotion Commission to order on April 16, 2018, at 2:00 p.m. II. Old Business A. Chairman Petty asked for approval of the April 2018 minutes. Commissioner Robert Rhoads moved to accept the minutes as presented. His motion was seconded by Commissioner Adella Gray. The motion was approved. III. New Business A. Fayetteville Chamber of Commerce President, Steve Clark, was present as a guest at the Commission meeting. 1. He was there to commend Experience Fayetteville, Fayetteville Parks & Rec and Bentonville Parks & Rec on their efforts on securing the Kessler Mountain Jam, a mountain biking race and event that is part of the Arkansas Mountain Biking Championship Series. 2. He noted the role cycling has played in Northwest Arkansas's economic development. 3. He stated that on a trip to Tel -Aviv Israel, he met a gentleman at a meeting who commented on our bike trails in NWA. B. HMR Report 1. Executive Director Molly Rawn presented the HMR information for April collections (March activity), noting that we experienced the largest jump in year-to-year revenue comparison to date. 2. This is the second month we have been receiving revenue from AirBnb. C. Mike Sells of The Sells Agency presented the March and April marketing reports. 1. The website saw a decrease of 28% in overall users from January through April. It started to increase and May 1-15 showed a +102% increase in overall users compared to 2017. 2. Mike reported that website traffic from within Fayetteville is down. This is likely correlated to the modification of the calendar of events. The previous calendar of events became a community calendar which didn't speak to the visitors coming to the area and that was adjusted with the rebrand of the new website. Although Fayetteville traffic was down, Arkansas traffic overall increased. 3. The spring pre -roll ran in Central Arkansas, Dallas-Ft.Worth, Oklahoma City, Tulsa and Kansas City. 4. The Visitors Guide page traffic is up by 27%. D. Walker Stone House 1. Renovations are mainly scheduled for the downstairs and building exterior, including the addition of an ADA bathroom and ADA entrance 2. Working with Aaron Ruby, the invitation to bid on construction will go out at the end of May; construction could hopefully begin by the end of June. 2. A Preliminary Report from the Walker Stone House Committee was presented 3. Commissioner Gray asked about landscaping. ED Rawn said that we could eventually send an RFP for landscaping, but that in the meantime, we are doing routine mowing of the property. E. Proposed By -Law Changes 1. Commissioner Rhoads stated that some of the recommended changes are more than just cosmetic. 2. The current By -Laws state that a 2/3 majority is required to change the by-laws; the proposed changes call for a simple majority. Both Commissioner Rhoads and Commissioner Todd Martin feel we should maintain a "super" or 2/3 majority. 3. The procedure for dealing with FOIA requests needs to be better defined, such as explicitly stating that they be dealt with as quickly as possible. 4. Guidelines for publishing the financials need to be developed. Attorney Vince Chadick mentioned that these need not be a part of the by-laws, but can be part of written policies 5. Rawn noted that formalized, financial policies are needed and that is in her plans this year. She noted that the previous by-law recommendation to "use the city's policies as a guide" was cumbersome and not practical 6. Chairman Petty stated that it was his expectation that Rawn develop financial policies and that some of that would come as a result of the strategic plan. He said this did not have to be a part of the by-laws, but could be considered a separate issue. 7. Chairman Petty and Commissioner Rhoads asked Chadick to amend the proposed by- laws to retain the required 2/3 majority for by-law changes; expanding upon the commission's commitment to FOIA responsiveness and making it more explicit; and clarifying that the ED would develop commission approved financial policies separate from the by-laws. 8. If these changes are made, the commission is prepared to vote on the new by-laws in June. F. Vote: Strategic Planning provider 1. After reviewing the submissions in response to the RFP, ED Rawn and the strategic planning committee (Hazel Hernandez, Jordan Garcia, Angie Albright, and Chairman Matthew Petty) recommended that we enter into a contract with Milestone Leadership for the coordination of the strategic plan. 2. Chairman Petty said that he is happy with Milestone's proposal. 3. Commissioner Martin made a motion to accept the recommendation to use Milestone Leadership. His motion was seconded by Commissioner Chrissy Sanderson. The motion was approved. G. Resolution to Support Fireworks Display in 2019 1. Commissioner Martin said Fayetteville is missing out by being the only city in the region without a civic pride display with fireworks. He noted that after discussing it with ED Rawn, we can't coordinate one this year but that it should be considered for 2019. 2. Commissioner Mong said he also misses having a fireworks display, noting that it is a good thing for the community. 3. Chairman Petty stressed that the purpose of this was to "establish a general intent" to support a fireworks display in 2019. He does not want to obligate the commission to a specific pathway and wants to leave it open for the staff to explore if we produce it, hire someone to produce it, solicit proposals, etc. 4. Rawn pointed out that while she supported fireworks, committing to fund fireworks would mean a reduction in funding in another area. S. Commissioner Matt Behrend suggested that we explore finding someone who can present a good display. 6. Commissioner Roads suggested that the commission explore partnering with other cities or organizations for the fireworks. IV. Agenda Additions A. Generally the agenda is kept by the ED and Chairman. B. Chairman Petty stated that anytime a commissioner had an agenda addition, as did commissioner Martin with the fireworks, that they were always welcome to add it by reaching out to him or to ED. C. He said he was generally resistant to calling special meeting, unless it was a true emergency D. If the chair will not call a special meeting, it can be called by any 3 commissioners per the by-laws. E. Chairman Petty reminded the commission to not go around to other commissioners seeking support for a specific vote. Commissioners can ask each other if they will support calling a special meeting to discuss an issue but he was explicit that commissioners should not go around from commissioner to commissioner seeking support. Due to Town Center renovations, the June A&P Commission meeting will be held in the Experience Fayetteville conference room. Chairman Petty adjourned the meeting at 3:24 p.m. Respectfully submitted, Sally Fisher, Finance Director Experience Fayetteville